Alcatel-Lucent OmniPCX Office

Transcription

1 Alcatel-Lucent OmniPCX Office Alcatel-Lucent IP Touch 408 Phone Alcatel-Lucent IP Touch 408 Phone Alcatel-Lucent 409 Digital Phone

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3 User manual Introduction How to use this guide Thank you for choosing a telephone from the IP Touch 408 Phone/409 Digital Phone/IP Touch 408 Phone range manufactured by Alcatel-Lucent. Your terminal has a new ergonomic layout for more effective communication. A large graphic screen, in conjunction with various keys and the navigator, allows you to make calls, configure and program your telephone, Actions Lift the receiver. Hang up. Keypad Numeric keypad. Alphabetic keypad. a receiver that is pleasant to use: it fits nicely in the hand with a flexible grip section, Specific key on numeric keypad. communication is even more convenient using the audio keys (loudspeaker, hands free), using the convenient alphabetic keypad, you can call your correspondents by name. Navigator Move the navigation key up, down, to the left or to the right. To go back one level (press and release) or to return to the welcome (press and hold) ; during a conversation, can be used to access the different s (Menu, Perso, etc.) and to return to the telephone screens. Display and display keys Smith John Partial view of display. Display key. Audio keys Loudspeaker, hands free. Adjustment reduce. Adjustment increase. Programmable keys and icons Line key. Icon corresponding to key. Other fixed keys Fixed key. MENU key. Voice mail access key. Other symbols used Means that the function is accessible from the Menu. Means that the function is accessible from the Perso. Means that the function is accessible from the Info. Means that the function is subject to programming. If necessary, contact your installer. These symbols can be supplemented by small icons or text.

4 How

5 Contents Toc Getting to know your telephone p. 1. Description of the screens and Bluetooth handset p Welcome screens p.7 1. Call management screen p.8 1. Application screen p IP Touch Bluetooth Wireless handset p.9. Using your telephone p.10.1 Making a call p.10. Receiving a call p.10. Using the telephone in "Hands free" mode p.10.4 Activating the loudspeaker during a conversation (receiver lifted) p.11. Calling your correspondent by name (company directory) p.11. Make calls via your programmed call keys p.11.7 Calling from the common directory p.11.8 Filtering calls using the voice mailbox p.11.9 Redialling p.1.10 Requesting automatic callback if internal number is busy p.1.11 Answering an internal call in intercom mode p.1.1 Sending DTMF signals p.1.1 Mute, so that your correspondent cannot hear you p.1. During a conversation p.14.1 Making a second call during a conversation p.14. Answering a second call during a conversation p.14. Switching between calls (Broker call) p.14.4 Transferring a call p.1. Transfer a call to the voice mailbox of an absent party p.1. Three-way conference with internal and/or external correspondents (conference).... p.1.7 Placing a call on hold (hold) p.1.8 Placing an outside call on hold (parking) p.1.9 Intrusion into an internal conversation p.1.10 Store a number p.1.11 Adjust audio volume p.1 4. 'Meet me' conference p Initiate a 'Meet me' conference p Join a 'Meet me' conference p.17. Sharing p.18.1 Receiving supervised call ringing p.18. Answering the general bell p.18. Manager/secretary filtering p.18.4 Call pick-up p.18. Answering briefly in place of the operator p.18. Hunting groups p.19.7 Calling an internal correspondent on his/her r p.19.8 Answering a call on your r p.19.9 Calling a correspondent on his/her loudspeaker p Sending a written message to an internal correspondent p Send a voice message copy p.0.1 Sending a recorded message to a number / a distribution list p.0.1 Broadcasting a message on the loudspeakers of a station group p.1.14 Modify the automated attendant welcome message remotely p.1. Keep in touch p..1 Selecting calls to be diverted p.. Diverting calls to another number (immediate diversion) p.. Diverting your calls to your voice message service p..4 When you return, consult recorded messages p.. Activate/disable the personal assistant p.. Personal assistant : reaching you with one number only p..7 Diverting calls to your r p..8 Forwarding your calls from the receiving terminal ( Follow me ) p..9 Applying a selective diversion p..10 Diverting all group calls p..11 Cancelling all diversions p..1 Cancelling a specific diversion p..1 Diverting calls when your line is busy (divert if busy) p.4.14 Do not disturb p.4.1 Leaving a recorded message for internal callers p.4.1 Consulting written messages p..17 Message notification p. 7. Managing your charges p. 7.1 Charging your calls directly to business accounts p. 7. Finding out the cost of an outside call made for an internal user from your terminal... p. 8. Programming your telephone p Initializing your voice mailbox p.7 8. Customising your voice greeting p.7 8. Modifying your personal code p Configuring the telephone ringer p.7 8. Adjusting screen brightness p.8 8. Selecting the welcome p Selecting language p Programming direct call keys p Programming direct call keys p Erase a programmed key p Programming an appointment reminder p Identify the terminal you are on p Broadcasting background music on your loudspeaker p Lock / unlock your telephone p Configuring the audio jack of your telephone p Activating/deactivating "forced headset" mode p Installing a Bluetooth Wireless Technology handset (matching) p Use of the Bluetooth handset p Installing a Bluetooth Wireless Technology headset (matching) p Using a Bluetooth Wireless Technology headset p Deleting an accessory (headset, handset, etc.): Bluetooth Wireless Technology..... p.1 9. ACD : Agent set/supervisor station p. 9.1 Agent set p. 9. Open an agent session (login) p. 9. ACD application welcome screen p. 9.4 The four operating statuses of the agent set p. 9. Changing the operating status of the set p. 9. Modifying your personal code p. 9.7 Agent set p. 9.8 Close the agent session (logout) p. 9.9 Supervisor station p Supervising group mailboxes p. Guarantee and clauses p.4 7. Call duration restriction p.

6 Alcatel-Lucent IP Touch 408 Getting to know your telephone Handset (possibility of a wireless handset - Bluetooth - Alcatel-Lucent IP Touch 408 Phone only) Adjust the tilt of the screen LED Flashing green: incoming call. Flashing orange: alarm. Display and display keys Contains several lines and s providing information on calls and the functions accessible via the 10 keys associated with the words on the screen. Transfer icon: pressing the key next to this icon allows you to program or change the transfer function. Headset connected. Silent mode activated. Appointment programmed. Telephone locked. Display keys: pressing a display key activates the function shown associated with it on the screen. Navigation OK key: used to validate your choices and options while programming or configuring. Left-right navigator: used to move from one to another. Up-down navigator: used to scroll through the content of a. Back/Exit key: to return to previous (short press) or return to first screen (long press) ; during a conversation, provides access to welcome screens (Menu, Info,...) and to return to the conversation icon screens. Welcome screens Menu : contains all functions and applications accessible via the keys associated with the words on the screen. Perso : contains call line keys (allowing supervision of calls) and programmable call keys. Info : contains information on the telephone and the status of its functions: name, telephone number, number of messages, activation of transfer function, appointment reminder, etc. Socket for connecting headphones or a Hands-free / Loudspeaker unit Audio keys Hang-up key:to terminate a call. Alphabetic keypad Call display Incoming call. Call in progress or outgoing call. Hands-free/Loudspeaker Key:to make or answer a call without lifting the receiver. Lit in hands-free mode or headset mode (short press). Flashing in loudspeaker mode (long press). Call on hold*. Intercom/Mute key: During a conversation: press this key so that your correspondent can no longer hear you. Terminal idle: press this key to answer calls automatically without picking up the receiver. To adjust the loudspeaker or handset volume up or down If you get two calls at the same time, you can switch from one call to the other by pressing the display key associated with each call. Left-right navigator: used to check calls. Extension unit Function keys and programmable keys An extension unit can be fitted to your telephone. This provides additional keys which can be configured as function keys, line keys, call keys etc. To affix labels: push the holding strip of the unit backwards to you and lift it. Install the label under the keypad, in the housing designed for, and place the keypad back into position. Guide key: used to obtain information on functions of the '' and to program key of the 'perso'. Messaging key to access various mail services: If the key flashes, a new voice message or a new text message has been received. 'Redial' key: to access the 'Redial' function(short press), call back on the last 10 number dialled (long press). Programmable key (F1 and F keys): Lit when the function associated with the key is activated.

7 1 Description of the screens and Bluetooth handset Perso : contains call line keys (allowing supervision of calls) and programmable call keys. The up-down navigator is used to access all the direct call keys (apart from those displayed by ault). Other 1.1 Welcome screens Menu : Perso : Info : Time and status icon Date Scroll bar: shows the position on a Call forwarding icon: Stationary: no forwarding activated. Rotating: forwarding activated - blue: immediate forwarding, - orange: forwarding if busy or absent. (if the screen of your set is a colour screen) Displays the content of the selected Info : contains information on the telephone and the status of its functions: name, telephone number, number of messages, activation of transfer function, appointment reminder, etc. Menu : contains all functions and applications accessible via the keys associated with the words on the screen. From this, it is possible to adjust the ringer volume and screen brightness, program the time of an appointment, lock the terminal, ine the ault displayed, configure voice mail, and access telephone functions such as calling back one of the last numbers or intercepting calls. Left-right navigator: used to move from one to another. Up-down navigator: used to scroll through the content of a. 7

8 1 Description of the screens and Bluetooth handset 1. Call management screen 1. Application screen Date Incoming call icon Time and status icon Date Application name Time and status icon Call holding icon Call in progress icon Pop-up display of functions accessible while the call is taking place Incoming call presentation screen. This screen is temporarily displayed when a call arrives and shows the name and/or number of the caller. Events screen Application screen Each torresponds to a call, the status of which is symbolized by its icon (in progress, held, arrival of new call). When a call is in progress, use the left-right navigator to look at held or incoming calls. Application screen: displays information relevant to programming or configuring the telephone. Events screen: displays events connected to the programming or configuration operations in progress, confirmation, rejection, error, etc. Use the up-down navigator to display the functions accessible. These functions (transfer, conference, etc.) are directly related to the status of the call consulted. For example, the transfer function will not be available between a call in progress or a held call and an incoming call. Back/Exit key: used to switch from a telephone screen to an application screen. For example, can be used while a call is in progress to look up a number, program an appointment reminder, etc. Calls can also be managed from the Perso. While the call is in progress, press the Back/Exit key and display the Perso. Calls in progress or waiting are displayed on the different line keys. It is then possible to converse with the caller of your choice by pressing the key associated with him. 8

9 1 Description of the screens and Bluetooth handset 1.4 IP Touch Bluetooth Wireless handset (Only available on Alcatel-Lucent IP Touch 408 Phone set) Presentation of the battery pack: Off-hook/On-hook and Volume/Mute keys 1 LED Green flashing: normal operation. Green steady: handset charging. Orange flashing: battery charge low or handset outside coverage zone. Orange steady: malfunction. Off-hook/On-hook: press this key to take or terminate a call Volume/Mute: short successive presses to change the handset volume level ( levels) long press to ensure your correspondent no longer hears you Location of the batteries Installing or replacing the Bluetooth handset battery If the Bluetooth handset is on its base, you do not need to press the Off-hook/Onhook key to take or terminate the call. Just off-hook/on-hook the Bluetooth handset. Lift up the battery cover Slide out the battery holding part The battery recharges when the Bluetooth handset is on its base. 9

10 Using your telephone Other.1 Making a call. Receiving a call is calling dial directly the number for your call lift the receiver number required press the 'on-hook' key of the Bluetooth handdset (Alcatel- Lucent IP Touch 408 Phone) number required lift the receiver press the 'on-hook' key of the Bluetooth handdset (Alcatel-Lucent IP Touch 408 Phone) hands free press the key next to the 'incoming call' icon The battery recharges when the Bluetooth handset is on its base. hands free number required programmed line key correspondent s name. Using the telephone in 'Hands free' mode during a conversation Terminal idle: To make an external call, dial the outside line access code before dialling your correspondent's number. 9 is the ault code for an outside line. you are in hands free mode For the operator, dial '0' (by ault). Press and release Call in progress: terminate your call The duration of your external call may be limited in time by the administrator.. In this case, a beep sounds and/or a message will be displayed on the screen 0 seconds before the end of the communication If the internal or outside number does not reply: during a conversation press and release Interphony Callback Text During a conversation, you can lift the receiver without terminating the call. broadcast a message on the loudspeaker of the free terminal request callback to a busy terminal send a written message go to next screen 10

11 Using your telephone.4 Activating the loudspeaker during a conversation (receiver lifted) - Loudspeaker 0 erase last letter entered show next name show previous name during a conversation activate loudspeaker (long press) the loudspeaker key flashes. Make calls via your programmed call keys The key is no longer lit 10:0 PERSO Helen adjust volume (9 levels) deactivate loudspeaker (long press) access the 'Perso' find the correspondent you want to call from the programmed call keys call the chosen correspondent press and release the loudspeaker key to switch to hands free mode (light steady)..7 Calling from the common directory Your terminal has access to a common directory of outside numbers.. Calling your correspondent by name (company directory) proposes a name followed by a corresponding telephone number and sequence number in list Dial by name 001/00 directory number first letters of your correspondent s name If name is OK: OK make the call.8 Filtering calls using the voice mailbox This service lets you filter incoming calls to your voice mailbox. When your caller leaves his message you can choose to communicate with him. Activating call screening: If name is not OK: 1stname List 'voice mail filtering' programmed key enter your personal password same key to stop listening and deactivate the screening extend search in list display the list of correspondent names Select the desired name 11

12 Using your telephone When you receive a call: Cancelling callback request: is screened you hear the message left by your caller Callback cancellation of callback request acknowledged name or number of the caller hands free to take the call Automatic callback is not available if the set of your correspondent is free or if you are put on hold when the set is busy. to stop listening only.11 Answering an internal call in intercom mode.9 Redialling Redialling the last number dialled (redial): You can answer without lifting the receiver. When you receive an internal call, your telephone rings and you are connected directly in hands free mode. The screen shows the caller s identity. To activate - Terminal idle: last number redial corresponding LED lights up 'Redial' key(short press) Call back on the last 10 number dialled : When your caller hangs up, intercom mode remains active. To deactivate - Terminal idle: 10:0 Rediallist The corresponding LED goes out 'Redial' key (long press).1 Sending DTMF signals select the No. in the last ten issued Call call required number During a conversation you sometimes have to send DTMF signals, such as with a voice server, an automated attendant or a remotely consulted answering machine. MFcode.10 Requesting automatic callback if internal number is busy during a conversation to activate internal number busy Callback callback request acknowledged The function is automatically cancelled when you hang up. 1

13 Using your telephone.1 Mute, so that your correspondent cannot hear you You can hear your correspondent but he/she cannot hear you: The terminal: during a conversation disable microphone The key lights up The key is no longer lit resume the conversation The Bluetooth receiver (Alcatel-Lucent IP Touch 408 Phone): press the handset volume/mute key (press and hold) 1

14 During a conversation Other.1 Making a second call during a conversation. Answering a second call during a conversation A second correspondent is trying to call you: Newcall during a conversation number of second correspondent during a conversation is calling name or no. of the caller displayed for seconds Rediallist select the no. in the to call a number in the last ten issued if your directory telephone allows this operation Other methods for calling a second correspondent: Indiv.rep. John the first call is on hold Answer call displayed: Answer John line key for which the first call is on hold icon is flashing To return to your first caller and end the conversation in progress: Dial directly the number for your call. Name of second correspondent. John - To access the 'Redial' function (press and hold). - Call back on the last 10 number dialled (short press). key associated with the 'incoming call' icon Programmed line key. To cancel your second call and recover the first:. Switching between calls (Broker call) John key associated with the 'incoming call' icon If you make an error, hang up: your telephone will ring and you will recover your first call. During a conversation, a second call is on hold. To accept the second call: John key associated with the 'incoming call' icon your first call is placed on hold 14

15 During a conversation Cancel conference and return to first correspondent (if conference is active):.4 Transferring a call To transfer your call to another number: Conference Hang up on all correspondent (if conference is active): during a no. of the nd conversation terminal If the number receiving the transfer answers: John the first call is on hold After the conference, to leave your two correspondents talking together: Transfer Conference Transfer You can also transfer your call immediately, without waiting for your correspondent to answer. cancel the conference Transfer between two outside calls is not generally possible (depends on country concerned and system configuration)..7 Placing a call on hold (hold). Transfer a call to the voice mailbox of an absent party During the call, you want to transfer your correspondent to the voice mailbox of another correspondent. during a conversation. TransferVMU Three-way conference with internal and/or external correspondents (conference) During a conversation, a second call is on hold number of second correspondent Exclusive hold: During a conversation, you wish to place the call on hold and recover it later, on the same telephone. during a conversation Recover the call on hold: on hold Hold key associated with the 'incoming call' icon Common hold: (subject to programming) To recover your call on any telephone in your system. on hold your call is placed on hold John Conference select the 'conference' function during a conversation Hold on hold your call is placed on hold 1

16 Recover the call on hold from any telephone: During a conversation Protection against intrusion: key associated with the 'incoming call' icon 'communication protection' programmed key enter the number.8 Placing an outside call on hold (parking) Protection is cancelled when you hang up. You can place an outside call on hold and recover the call on another telephone: Parkcall during a conversation To recover the parked call: Pickup Unparkcall.10 Store a number During a call, to save the number onto a call key: during a conversation Savetorep number of telephone from which call was parked If the parked call is not recovered within a preset time (ault value 1 min 0), it is transferred to the operator press a call key on the Perso enter the name of your correspondent apply.11 Adjust audio volume.9 Intrusion into an internal conversation During a call, to adjust the volume level of the loudspeaker or receiver: Your correspondent s line is busy. If the number is not protected and if authorised, you can intrude into the call: Intrusion Intrusion same key to exit during a conversation Adjust audio volume 1

17 4 'Meet me' conference Other The 'Meet me' function is used to set up a conference with a maximum of persons: the 'master' of the conference (who has the rights for initiating the conference) and the participants (maximum of ) who meet for the conference. 4.1 Initiate a 'Meet me' conference 4. Join a 'Meet me' conference Once set-up by the conference master, the participants can join the 'Meet me' conference ( participants maximum). In order for the participants to join the conference, you must first decide on a meeting time for the conference and send them the access code. When the system prompts you to enter a code or password, you are allowed attempts before the system rejects your request. lift the receiver (see Making a call) enter the joining code for the 'Meet me' conference from the outside, dial the 'Meet me' conference joining call number You are in conference mode lift the receiver (see Making a call) enter the 'Meet me' conference activation code from the outside, dial the 'Meet me' conference activation call number enter your telephone number (internal) enter the conference access code Joining code: this code is ined by the administrator during system configuration the conference is set-up Call number for joining the 'Meet me' conference: this call number allows the participants to join a conference from an external set. This number must have been ined previously by the system administrator. enter your personal password enter the conference access code An audible beep sounds when a participant joins the conference. audible beeps sound when a participant leaves the conference. Activation code:: this code is ined by the administrator during system configuration Call number for activating the 'Meet me' conference: this call number is used by the conference master when he wishes to initiate a conference from an external set. This number must have been ined previously by the system administrator. You cannot join a conference if th e ma ximum allowed numb er of participants is already reach ed. Password: the ault password cannot be used. If necessary, refer to chapter. When the conference master on-hooks, all the communications will be cut-off. If the conference has not yet been set up by the conference master you are put on hold until the conference is initiated ( minutes maximum). If you cannot directly reach the conference, you have to call first an internal user or an automatic operator. This one dials the call number for joining the 'Meet-me' conference and then transfers your call (10 seconds). 17

18 Sharing Other.1 Receiving supervised call ringing.4 Call pick-up To receive the special ringing for calls to another number: You hear a telephone ringing in an office where no-one can answer. If authorised, you can answer the call on your own telephone. If the telephone ringing is in your own pick-up group: Supervised call ringing programmed key same key to cancel. Answering the general bell When the operator is absent, outside calls to the operator are indicated by a general bell. To answer: 10:0 Pickup Generalbell 'group call pick-up' programmed key If the telephone ringing is not in your pick-up group: 10:0 Pickup Set number of telephone ringing. Manager/secretary filtering 'set call pick-up' programmed key number of telephone ringing System configuration allows manager/secretary groups to be formed, so that the manager s calls can be directed to one or more secretaries. From the manager s or secretary s telephone: The system can be configured to prevent call pick-up on certain telephones. Filter programmed key incoming calls are filtered by a chosen person (secretary, etc.). Answering briefly in place of the operator Outside calls to the operator will ring on your telephone and you can answer the call: your telephone will ring at the same time as the switchboard same key to cancel Filtering is indicated on the manager s telephone by the icon corresponding to the filtering programmed key. Operator help programmed key Calls to the switchboard: calls to the switchboard will ring on your telephone same key to cancel 18 Operator help programmed key

19 Sharing. Hunting groups Hunting group call: Certain numbers can form a hunting group and can be called by dialling the group number..8 Answering a call on your r A call on your r can be answered from any telephone within the system. your r beeps no. of group to be called Temporary exit from your hunting group:/return into your group: 'answer paging' programmed key your group number.9 Calling a correspondent on his/her loudspeaker 'leave group' programmed key your group number Belonging to a group does not affect the management of direct calls. A specific telephone within a group can always be called by using its own number..7 Calling an internal correspondent on his/her r Your internal correspondent does not answer. If authorised, you can remotely activate your correspondent s phone: is alerted your correspondent does not reply Interphony you are connected to the loudspeaker on your correspondent s phone (if he/she has the hands free function).10 Sending a written message to an internal correspondent The number called does not answer and you know that the person called has a r: is alerted your correspondent does not reply 'paging' programmed key paging in progress is displayed SendTxtMsg Preined message: number to be called enter the first letters of the name Your correspondent can answer from any telephone in the system. Text Mail Call me back 01/7 Gotomessage first message in list (7) select the message to be sent enter the no. of the message to be sent (01 to 7) apply your choice Language change language of message apply your choice 19

20 Personal message: Sharing *To record a comment : NewMsg Voice mail Ready to record Record Voice mail recording create a temporary apply your choice personal message (alphabetic keypad) The 7 standard messages are shown below: 1 Call me back 1 Meeting on (*) Call me back tomorrow 1 Meeting on at _:_ (*) Call me back at _:_ (*) 17 Out for a while 4 Call back (*) 18 Absent for the rest of the day Call the attendant 19 Absent, back at _:_ (*) Call the secretary 0 Absent, back on at _:_ (*) 7 I will call back at _:_ (*) 1 On vacation, back on (*) 8 Use paging External meeting 9 Please fetch your fax External meeting, back on (*) 10 Please fetch your mail 4 I am in room nr (*) 11 Please cancel your forwarding In a meeting - do not disturb 1 Visitors are waiting At lunch 1 You are expected at reception 7 Indisposed 14 Meeting at _:_ (*) (*) Messages to be completed using numeric keypad.11 Send a voice message copy start recording the comment recording Stop Listen end of recording replay comment Record re-record a comment send message.1 Sending a recorded message to a number / a distribution list Voice personal code Sendmessage Voice personal code display number of new and old messages Consult correspondent s no. or list no. (00 to 0) correspondent s name or list name (00 to 0) Add other correspondents if necessary apply select message to copy by consecutive presses Sendcopy number to be called correspondent s name Voice mail Ready to record Voice mail recording start message recording Stop Record Sendmessage Record recording end of recording apply send message record a comment* Listen Record replay message re-record a message apply 0

21 Sharing.1 Broadcasting a message on the loudspeakers of a station group A message not requiring an answer can be broadcast on the loudspeakers within your broadcast group: number of broadcast group speak, you have 0 seconds The message will only be broadcast on terminals not in use and which have a loudspeaker..14 Modify the automated attendant welcome message remotely This feature enables a user with the appropriate rights to modify the automated attendant night or day-time message. voice mail call number number of your voice mailbox personal code 9 follow the instructions of the voice guide access the 'personal options' access the 'welcome messages customisation' 1

22 Keep in touch Other.1 Selecting calls to be diverted.4 When you return, consult recorded messages When a diversion is applied, you can select the types of call to be diverted: outside, internal, all. The light indicates that messages have been received. Ext/Int Forward Div: Ext/Loc Voice display number of new and old messages select the type of Out/Int call type of call diverted is displayed personal code Allcalls External Internal Consult display name of sender, with date, time and ranking of message select message divert internal and outside calls divert outside calls divert internal calls Play Clear Call. Diverting calls to another number (immediate diversion) The number can be your home, portable or car phone, voice message or an internal extension (operator, etc.). listen to message erase message call back sender of message Immediate number to be called Rediallist Sendcopy copy message. Activate/disable the personal assistant Indiv.rep. diversion is acknowledged 10:0 Settings Assistant Settings Assistant : OFF You can make calls, but only the destination number can call you. On Off Settings Assistant : ON. Diverting your calls to your voice message service apply Immediate»VM diversion is acknowledged

23 Keep in touch. Personal assistant : reaching you with one number only diversion is acknowledged 10:0 Settings Assistant Menu select type of diversion 'follow-me' programmed key your extension number.9 Applying a selective diversion You can selectively divert calls, according to the caller s identity: InternalNr ExternalNr MobileNr diversion is acknowledged dial number of a colleague or your secretary dial an outside line number dial number of your mobile or DECT 'selective forwarding' programmed key Operator.10 Diverting all group calls activate/deactivate transfer to operator apply You can divert all your group calls to another internal number:.7 Diverting calls to your r diversion is acknowledged Callers will thus be able to contact you while you are moving around the company: Topaging diversion is acknowledged 'group calls forwarding' programmed key number receiving diversion 'forward to paging' programmed key.11 Cancelling all diversions.8 Forwarding your calls from the receiving terminal ( Follow me ) Cancelfwd. programme another type of diversion You wish to receive your calls in your present location: Use the Follow me function. 'cancel all forwarding' programmed key Followme.1 Cancelling a specific diversion your extension number programmed key corresponding to type of diversion (group or selective)

24 Keep in touch.1 Diverting calls when your line is busy (divert if busy).1 Leaving a recorded message for internal callers Callers can be diverted to another telephone if you are already on the line. You can leave a message on your terminal which will be displayed on the screen of the terminal calling you. Onbusy diversion is acknowledged Textanswer number receiving diversion Preined message: 'forward on busy' programmed key number receiving diversion Text Mail Call me back 01/7 first message in list (7) select the message to be sent Gotomessage enter the no. of the message to be sent (01 to 7) apply your choice.14 Do not disturb You can make your terminal temporarily unavailable for all calls. Language change language of message Personal message: apply your choice DoNotDisturb diversion is acknowledged NewMsg 'DND' programmed key Callers wishing to contact you will see the 'Do Not Disturb' message displayed on their sets when they try to call. create a temporary personal apply your choice message (alphabetic keypad) The 7 standard messages are shown below: 1 Call me back 1 Meeting on (*) Call me back tomorrow 1 Meeting on at _:_ (*) Call me back at _:_ (*) 17 Out for a while 4 Call back (*) 18 Absent for the rest of the day Call the attendant 19 Absent, back at _:_ (*) Call the secretary 0 Absent, back on at _:_ (*) 7 I will call back at _:_ (*) 1 On vacation, back on (*) 8 Use paging External meeting 9 Please fetch your fax External meeting, back on (*) 10 Please fetch your mail 4 I am in room nr (*) 11 Please cancel your forwarding In a meeting - do not disturb 1 Visitors are waiting At lunch 1 You are expected at reception 7 Indisposed 14 Meeting at _:_ (*) (*) Messages to be completed using numeric keypad 4

25 Keep in touch.1 Consulting written messages.17 Message notification The light indicates that messages have been received. A message is left in your mailbox but you are not at your desk. You can configure your telephone so that you receive notification of the message on another telephone. Messaging Voice mail: 0 Text mails: ReadTxtMsg displays the sender's message on the screen 10:0 Settings Notification Readmore number of messages received Displays the rest of the message and the date and time it was left Activate/deactivate message notification: ON/OFF Choice Next message. Previous message. press consecutively to activate/deactivate To pause recording: apply Clear Erase message. Number Call Call back sender of message. enter the number apply Change the time slot: the time slot during which notification is activated can be changed. SendTxtMsg Sending a written message to an internal correspondent. Schedule Savetorep Save the sender's number in your directory. change times apply Terminate consultation.

26 7 Managing your charges Other When the internal correspondent who has taken the call on-hooks, you are called back and can: 7.1 Charging your calls directly to business accounts 1. Read information concerning call (cost, duration, number of units...). You can charge the cost of your outside calls to business account numbers. OK name of internal user and cost of call. Print a charge ticket.. Terminate consultation. 'project code'' enter the number password for this programmed key of the terminal to internal telephone receive the message Adding or changing a business code during a call: 7. Business account code during call programmed key enter number for correspondent Finding out the cost of an outside call made for an internal user from your terminal Print 7. Call duration restriction OK The duration of your external call may be limited in time by the administrator. In this case, a beep sounds and/or a message will be displayed on the screen 0 seconds before the end of the communication. Call transfer : during a call transfer, the maximum duration of the call is reset to the value ined for the destination station of the transfer. Three-party conference : during a three-party conference, communication is cut off when the maximum time allowed has expired. during an internal conversation programmed key 'Meter Total Recall' the call is placed on hold 'Meet me' conference : there is no call duration restriction. Parking: the maximum duration time is not reset on parked call retrieval. Transfer outside number called transfer call to your correspondent on hold

27 8 Programming your telephone Other 8.1 Initializing your voice mailbox 8. Modifying your personal code Your personal code is used to access your voice mailbox and to lock your telephone. light flashes enter your personal code then record your name according to voice guide instructions 10:0 Settings Options Password Your personal code is used to access your voice mailbox and to lock your telephone. 8. Customising your voice greeting old code (4 digits) new code (4 digits) You can replace the greeting message by a personal message As long as your voice mailbox has not been initialized, personal code is :0 Settings Mailbox Persmessage 8.4 Configuring the telephone ringer Voice mail Ready to record Record Voice mail recording 10:0 Settings Phone Ringing Stop to start recording Pause recording Default Choose the tune: end of recording to pause recording to return to the ault message apply Melody select the melody of your choice (1 tunes) apply your choice Adjusting the ringer volume: Volume select the volume of your choice (1 levels) apply your choice 7

28 8 Programming your telephone Activate/deactivate silent mode: 8. Selecting the welcome Silent On Off This function is used to choose the displayed by ault on the telephone. Activate/disable meeting mode (progressive ringing): to activate to deactivate apply your choice 10:0 Settings Options Home Progressive On Off Activate/deactivate discreet ring mode: to activate to deactivate apply your choice select the ault apply your choice Beeps On Off 8.7 Selecting language to activate to deactivate apply your choice Adjust ringer volume while a call arrives: 10:0 Settings Options is calling your telephone rings adjusting the ringer volume Language 8. Adjusting screen brightness (Alcatel-Lucent IP Touch 408 Phone/ 409 Digital Phone) select the ault apply your choice 10:0 Settings Phone Contrast 8.8 Programming direct call keys (Perso ) 10:0 PERSO Name Screen Keys increase or reduce the brightness of the screen or keys (of the extension unit) by pressing consecutively on the corresponding keys access the Perso using the navigator Number enter the number press a call key on the Perso enter the name 8

29 8 Programming your telephone 8.9 Programming direct call keys (F1 and F keys) At the programmed time, your telephone rings: Name Number press a programmable key (F1 or F) enter the name If you are, the display flashes and an audio tone is generated. After three calls without reply, a temporary request is cancelled but a permanent request remains in memory. If your calls are diverted to another terminal, the diversion is not applied to the reminder call. enter the number To cancel your reminder request: 8.10 Erase a programmed key 10:0 Appointment Temporary Permanent 10:0 PERSO Clear select the type of appointment (temporary or permanent) access the Perso using the navigator select the key to erase press a programmable key (F1 or F) Clear 8.11 Programming an appointment reminder 8.1 Identify the terminal you are on You can ine the time of a temporary reminder (one in 4 hours) or a permanent reminder (every day at the same time). The number of your telephone is displayed on the 'Info'. 10:0 Appointment Temporary Permanent Access the Info using the navigator. select the type of appointment (temporary or permanent) enter time of appointment apply the appointment time 9

30 8 Programming your telephone 8.1 Broadcasting background music on your loudspeaker 8.1 Activating/deactivating 'forced headset' mode You can broadcast background music on the loudspeaker of your telephone (depending on configuration): 'Forced headset' mode must be activated as soon as a headset is installed instead of the receiver. when telephone is not in use, background music is played 10:0 Settings Phone ForcedHead (Long press) same key to cancel (Long press) On Off The music stops when a call is made or received and starts again when you hang up activating/deactivating 'forced headset' mode Installing a Bluetooth Wireless Technology handset (matching) - Alcatel-Lucent IP Touch 408 Phone 8.14 Lock / unlock your telephone 10:0 Settings Phone Bluetooth 10:0 Lock your telephone is locked/unlocked depending the displayed informations, enter your password or confirm 8.1 Configuring the audio jack of your telephone Adddevices with the handset turned off, press the Bluetooth handset keys at the same time (long press) you will hear a note signal and the LED will flash green and orange alternately By ault, the audio jack of your telephone can be used to connect a headset, hands free kit or loudspeaker. wait for the handset address and name to be displayed on the screen Add 10:0 Headset Settings Phone Jack Handsfree Loudspeaker select the relevant equipment the note audible signal indicates that the handset has been installed correctly (the LED flashes green or orange depending on the battery charge level) If you add the Bluetooth handset before the name of the handset is displayed on the screen, you must enter the password to terminate the installation 0

31 8 Programming your telephone Error messages the Bluetooth handset emits a sequence of 4 beeps The generation of your station is earlier than the generation of your Bluetooth handset Adddevices searching for Bluetooth equipment, wait until the detected equipment type and the address is displayed select the relevant equipment The station displays an error message indicating an incompatibility between the station and the Bluetooth handset The generation of your Bluetooth handset is earlier than the generation of your station 8.18 Use of the Bluetooth handset (Alcatel-Lucent IP Touch 408 Phone) apply your choice enter the PIN code of the headset * acknowledgement message and display of the headset icon on the terminal screen The Bluetooth cordless handset permits the user to answer and converse with complete freedom within a radius of 10 meter from the set. The handset has a LED and two buttons. Light Green flashing: normal operation. Green steady: handset charging. Orange flashing: battery charge low or handset outside coverage zone. Orange steady: malfunction. * Refer to the user documentation supplied with the headset. 8.0 Using a Bluetooth Wireless Technology headset - Alcatel-Lucent IP Touch 408 Phone Refer to the user documentation supplied with the headset. Off-hook/On-hook and Volume/Mute keys Off-hook/On-hook: press this key to take or terminate a call. 8.1 Deleting an accessory (headset, handset, etc.): Bluetooth Wireless Technology - Alcatel-Lucent IP Touch 408 Phone Volume/Mute: short successive presses to change the handset volume level ( levels) long press to ensure your correspondent no longer hears you 10:0 Settings Phone Bluetooth If the Bluetooth handset is on its base, you do not need to press the Off-hook/Onhook key to take or terminate the call. Just off-hook/on-hook the Bluetooth handset. Mydevices display of the different equipment matched 8.19 Installing a Bluetooth Wireless Technology headset (matching) - Alcatel-Lucent IP Touch 408 Phone select the equipment to be removed Before a Bluetooth headset can be used, it must be correctly matched to the terminal. Before performing the matching operation, the headset must be in detectable mode*. Delete apply your choice message acknowledging the equipment has been removed 10:0 Settings Phone Bluetooth 1

32 9 ACD : Agent set/supervisor station Other 9.1 Agent set 9.4 The four operating statuses of the agent set A call centre solution allows optimum distribution of calls to agents according to their availability and skills. 9. Open an agent session (login) - Agent set info ACD Login An agent's availability is determined by the operating status (of which there are 4), that the agent can change at any time. These statuses are: In service: the agent is ready to receive calls. Withdrawn: the agent has withdrawn from the ACD application. Additional task: the agent is performing a task concerning a call and is not taking other calls. Temporarily absent: the agent has taken a break and is not taking calls. The agent can change the operating status directly by entering codes (on all sets), by pressing the function keys on the set (Alcatel- Lucent IP Touch 408 Phone/409 Digital Phone and Alcatel-Lucent IP Touch 408 Phone/409 Digital Phone/IP Touch 408 Phone sets), or using the 'Agent Assistant' agent software on PC (if available). Select the ACD application depending the displayed informations, enter your password or confirm ACD application welcome screen display select the agent and validate 9. Changing the operating status of the set - Agent set Changing using codes (all sets): the operating status change codes are ined when the system is configured. Contact the system administrator to obtain these codes. Statuses Codes in service withdrawn enter the feature code to activate additional task temporarily absent 9. ACD application welcome screen - Agent set A melody is played: activation accepted, the change of status has been carried out A 'buzzer' type alarm sounds: activation refused, the set is probably not taken into account by the call centre; you should contact your administrator number of the agent set name of the agent set ACD Perso 1 A On Onduty Perso C.Work T.Absence Offduty Logout Groups Password Alcatel-Lucent IP Touch 408 Phone/409 Digital Phone/IP Touch 408 Phone sets operating status of the agent set status of the queues Change by function keys (Alcatel-Lucent IP Touch 408 Phone/409 Digital Phone and Alcatel- Lucent IP Touch 408 Phone/409 Digital Phone/IP Touch 408 Phone) Press the function key of the status to be activated. Information relative to the selected status is displayed on the screen. If a refusal message is displayed, contact the system administrator. 9. Modifying your personal code - Agent set Password new code (4 digits) 4.0+ means: group number 4; calls waiting; the '+' sign indicates that the queue capacity has been reached (Alcatel-Lucent IP Touch 408 Phone/409 Digital Phone/IP Touch 408 Phone).